Workflow editor

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Workflow editor

    The Workflow Editor in ServiceNow provides a visual interface to create and modify workflows by arranging and connecting activities to automate processes. It supports managing multiple workflows simultaneously, creating custom activities, and utilizing existing activities as data sources. Access to workflow creation and management is controlled by roles:workflowcreatorfor creating workflows andworkflowadminfor creating, modifying, deleting, and publishing workflows.

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    To open the Workflow Editor, navigate to Workflow > Workflow Editor.

    Workflow Editor Interface

    The editor opens on a Welcome screen displaying active, published workflows with options to open existing workflows, create new ones, and access help resources.

    • List Display Filters: View published workflows, workflows checked out by the current user, and help links.
    • New Workflow Button: Quickly start creating a new workflow.
    • Palette Tabs:
      • Workflows: Contains workflow activities and subflows.
      • Core: Includes base system activities and orchestration activities if installed.
      • Packs, Custom, Data: Visible if orchestration plugin is installed, offering additional activities and data sources.

    If the welcome page has been customized before upgrading to the Xanadu release, it can be reverted to the latest version via System UI > UI Pages > Workflow Editor welcome.

    Workflow Canvas

    After opening or creating a workflow, the editor displays the workflow canvas where activities are added and transitions configured. Key canvas elements include:

    • Canvas Tabs: Manage multiple workflows being edited.
    • Title Bar: Shows workflow name and status (e.g., Checked out by user, Published) and provides controls for configuring, testing, and validating workflows.
    • Palette: Contains available activities and subflows that can be dragged onto the canvas to build or edit workflows.

    Accessibility and Usability

    The Workflow Editor includes keyboard navigation and accessibility features to support users with disabilities, ensuring compliance and ease of use.

    The Workflow Editor is an interface for creating and modifying workflows by arranging and connecting activities to drive processes.

    You can manage multiple workflows in the same screen, create custom workflow activities, and use existing activities as data sources. Users with the workflow_creator role can create workflows. Users with the workflow_admin role can create, modify, delete, and publish workflows.

    To open the Workflow Editor, navigate to Workflow > Workflow Editor. For information about using the editor, see Create a workflow.

    Welcome screen

    The editor opens with the Welcome page, which displays a list of active, published workflows. From this tab, you can open existing workflows, create new workflows, and open help resources related to workflow.

    Workflow welcome screen

    Number 1 iconList display filters
    Published: Click to view list of published workflows
    Checked Out: Click to view list of workflows checked out to current user
    Help: Click to view links to help resources for workflow
    Number 2 iconNew Workflow button
    Click to create a new workflow
    Number 3 iconPalette tabs
    Workflows: Workflow activities and workflows you can use as subflows.
    Core: Available workflow activities appropriate for the selected workflow. Contents can include activities provided by the base system and those purchased with orchestration.
    Packs: Orchestration activity packs downloaded from the ServiceNow® App Store, organized by vendor and scope. Custom activities and workflows that you scope also appear as packs. Only visible if the orchestration plugin is installed.
    Custom: Orchestration custom activities available. Only visible if the orchestration plugin is installed.
    Data: Activities in the current workflow that output data. You can use these activities as data sources for other activities. Only visible if the orchestration plugin is installed.
    Note:
    If your workflow welcome page does not look like this example, you may have customized the workflow welcome page before upgrading to Xanadu. You can update the workflow welcome page to the latest version by editing the UI pages .

    Navigate to System UI > UI Pages > Workflow Editor welcome. In the UI page record for workflow_editor_welcome, scroll to the Versions related list. Select the row for the version corresponding to the upgrade to Xanadu, right-click and select Revert to this version.

    Workflow canvas

    After you open or create a new workflow, the system displays the workflow canvas. On the canvas you interact with the Workflow Editor through several different elements: the canvas itself, the canvas tabs, the title bar, the palette, and the palette tabs.

    The drawing canvas is where you add activities and configure transitions for checked out workflows. Add an activity by dragging it from the palette to the workflow in the canvas. For more information, see Create a workflow.

    • Canvas tabs: Contains tabs for accessing workflows being edited or created.
    • Title bar: Displays the workflow name and status. Provides a menu and controls for configuring, testing, and validating workflows.
    • Canvas: Provides the working surface for creating new workflows or editing existing ones.
    • Palette tabs: Contains tabs for accessing activities being edited or created.
    • Palette: Contains all available workflow activities and existing workflows you can use as subflows. Drag activities and subflows to the canvas to create new workflows or edit existing ones.
    Figure 1. Workflow user interface